2019

Laura McCandless/Jaime Gauen

RFMS, Inc.

4/24/2019

PAPERLESS WORKFLOW

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OVERVIEW

A paperless workflow can increase your company’s process efficiency and produce cost-

savings as a result. RFMS has many built-in features to support a paperless workflow or assist

you with improved efficiency and reduced paper use.

Here are just a few of the benefits to going paperless:

• Reduce business cost associated with paper, printers, copiers, fax machines, ink and toner cartridges

• Eliminate filing cabinets and reduce office space • Conduct business in a mobile environment resulting in faster responses to customers • Increase efficiency of your staff by removing the time spent searching for and sending

documents • Present a professional image to your customers with mobile solutions • Create faster business work flow by eliminating the time wasted on getting paper

signatures on contracts and forms • Secure backup of all documents • Real time updates and delivery of documents • Integrated tracking and documentation throughout the order lifecycle • Environmentally friendly

In this session, we will review some of the areas where you can incorporate paperless solutions into your organization.

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SAMPLE CHECK OUT Replaces Sample Sign Out Book or Sheets

Sample sign out books or sheets are often seen at the greeting desk. However, they can be easily

eliminated and samples can be tracked in a more meaningful way within RFMS. Samples are entered

on a Quote as a line. Then, it’s as simple as checking the box to indicate a sample was taken.

Barcoding extends the paperless capabilities of Sample Check Out as they can be scanned directly into

the quote, as well as returned back to store, via barcode.

With all samples signed out in RFMS, you then have excellent reporting for following up on the samples that are out. Run a Sample Status Report which displays a listing of samples checked out by customers along with contact info. The report can be viewed by store and sales rep and can include both Samples Due and Samples Checked Out. The report can also be created for each sales rep (Page Break on Sales Rep.) to produce a document for the sales rep to follow up with clients who have checked out samples.

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PRICE LOOK UP Replaces price books or printed sheets for salespeople

Price look up with RFMS Mobile is so quick and easy that you no longer need the printed price sheets.

It also ensures all prices are up to date and accurate. Go to (1) Products, (2) enter product code,

enter partial description or color, click find to see the (3) product pricing.

CLIENT MANAGEMENT Replaces job folders and associated printed materials

Client Management Module allows you to electronically manage sales prospects from the initial lead all the way through to job costing, with no job folders needed. Save money on those manila folders and improve organization at the same time! In CMM, communication and scheduling are automated. You can track and manage everything from emails, meetings, files, tasks, alerts, notes, contact history, advertising campaigns and more. There are two CMM platforms from which to choose:

Retail Sales Manager • Contact Relationship Management, which allows the tracking of any type contact, prospect or

client. • Each user can be set to either mode Retail Sales Manager Mode or Sales Floor Manager Mode. • Includes all the features of Sales Floor Manager plus many others

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Commercial Project Manager

• The Project is any group of data to be tracked together.

• Each user can be set to any of the 3 modes. • Alert the sales person when purchase orders are generated, and material is received • View all records together in the Order History screen related to the order including purchase

orders, installations scheduled and accounts payable records • Includes all the features of Retail Sales Manager plus commercial specific reporting and project

management.

ORDER ATTACHMENTS Replaces job folders and printouts

You can attach documents to Quotes, Orders, Inventory, Products, Measures and BidPro Estimates.

The attached files can be graphic picture formats as well as non-graphic files such as pdf, word, excel,

text files Measure for RFMS and even sound(.wav) files. Supported graphic formats

are .bmp, .wmf, .pox, .gif, jpg. To add an attachment, you simply click on the “Paperclip” Icon found

throughout almost all modules. Attachments can be attached to the entire order or to a specific line.

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Prior to using attachments, you will need to set a location for where these attachments will be stored. This is done by going to:

> Utilities>System Options>System Wide>General>Attachment Directory

It is a good idea to create a folder called "Attachments" or something similar and use that folder for all files. This makes it easier to find files when attaching them to inventory or products records. All users will need to have access to this folder to save or view attachments. This does not have to be in the RFMS directory. If it is not, though, make sure backups include this directory. If the directory is changed, the files from the old directory should be copied to the new directory.

In Measure you can attach a picture or document using the Notes tab on either the project or check list screen.

SENDING QUOTES AND ORDERS VIA EMAIL Replaces printouts

Quotes, Orders, Invoices, BidPro Estimates, Purchase Orders, Work Orders, Delivery Tickets,

Remittance Advices, Statements, and Pay Stubs all can be emailed directly from RFMS, RFMS Mobile or

Measure Mobile. When printing the document from core you have the option to select an “email” box.

If email addresses are populated in the customer or supplier file, the system will automatically pull the

email address into your email from those files. You option to type in additional email addresses if

needed and your document will be attached.

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From Core Quotes:

From RFMS Mobile:

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UTILIZE PO SUMMARY REPORTS FOR RECEIVING

Paper cannot totally be eliminated when it comes to purchasing/receiving but the amount of paper

consumed can be minimized by utilizing the PO Summary reports for receiving. Rather than printing all

the purchase orders, your warehouse can print the PO Summary Report which will identify shipments

that should arriving at the warehouse that day. These reports are printed in order of Promise Date and

Supplier. Bar codes printed on the report makes receiving easy.

Inventory > Reports > Purchase Order Summary Report.

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WAREHOUSE WORKSTATION MODE

Warehouse is a module within Inventory that simplifies the receiving process by allowing employees to

receive inventory in one step. It also allows for making adjustments, moving inventory locations and

processing delivery tickets from pick tickets. To set a computer to Warehouse Workstation mode you

need to physically be on that computer then, go to:

Inventory > Utilities > Warehouse Workstation Only

Once the computer is in Warehouse Workstation Mode and your warehouse worker accesses inventory

these are the options that will be available to that user:

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Warehouse receiving, Adjustments, Changing Locations and the processing of delivery tickets can all be

performed by scanning the bar code from the appropriate documents. Simplifying the warehouse

process improves accuracy and eliminates the additional time it to manually enter information.

RFMS MOBILE POINT OF SALE - SUPPLIES SOLD TO INSTALLERS

By using RFMS Mobile you can add supplies to an order, cut the lines and send them out the door with

a few simple steps.

In RFMS Mobile select “point of sale” add an order, then from the “choose customer” list select your

installer, then start adding product by either searching inventory or scanning the bar code from the

product.

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Save the order. When the order is saved the lines are put in a cut status. You can then click on create

PDF to create a Pick-Up document for your installer to sign and accept. This will automatically be

attached to the order. You also have the option to email a copy of the Pick-Up document to the

installer by clicking on the send.

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MOBILE WORK ORDERS Installers can benefit from a new feature in RFMS Mobile called Mobile Work Orders. Designed for RFMS users who own the Schedule Pro module, this feature provides limited access to the RFMS Mobile app to installers so that they can view Work Orders assigned to them. They can get directions to the

job location by clicking on the location Icon and they can call the customer directly from their device by clicking on the phone. If allowed, installers can change Job status and view certain types of notes and attachments. They can also attach photos, notes and even collect a signature on the digital work order from the property owner upon project completion.

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MULTIPLE ONLINE PAYMENTS On Line payments can be made in multiples from the check writing screen. Tag the AP invoices that need to be paid. On the check writing screen click On Line. This option allows including payables with a credit balance.

DIRECT DEPOSIT

Direct Deposit by RFMS is a software program which allows the depositing of funds into employee and supplier’s accounts electronically. Direct Deposit integrates with the RFMS payroll and accounts payables modules, eliminating the need for additional data entry. Direct Deposit also eliminates the

need for paper checks, thus reducing processing time. The Accounts Payables procedure is called Electronic Funds Transfer (EFT). Direct Deposit and EFT combined with the emailing of pay stubs and remittance copies makes both of these processes virtually paperless. NOTE: RFMS is only creating the file to send to the bank. It does not do the direct deposit. A

program from the bank is required for this. Please sign up with the institution.

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NOTES:

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Thank you for attending!